At Building Futures, we believe everyone deserves a safe place to call home. The agency is an Alameda County leader providing programs and services to help individuals and families rebuild safe and stable lives free from homelessness and family violence. We operate two shelters serving homeless women and children; a domestic violence safe house; a spectrum of domestic violence outreach and intervention services; a permanent supportive housing site; and a wide-ranging housing assistance program. As a Housing First agency, all of Building Futures' programs and services prioritize linking our clients with housing.

Position Summary

The Contracts, Data & Reporting Compliance Manager is responsible for ensuring full alignment between contract requirements, program operations, data reporting, and financial compliance. This role oversees contract performance monitoring, HMIS and internal data integrity, and all required reporting to funders. The position operates independently and serves as a key control point for audit readiness, ensuring that program data, reports, and supporting documentation are accurate, complete, and compliant with federal, state, and local requirements. This role has authority to enforce data and reporting compliance standards across programs to ensure alignment with contract and funding requirements.

Essential Functions

Contract Compliance & Oversight

• Monitor contract requirements, deliverables, performance benchmarks, and compliance timelines across all funding sources.
• Ensure alignment between contract scope, program operations, data reporting, invoicing, and funder requirements.
• Enforce adherence to contract requirements and advise leadership on compliance risks, corrective actions, and needed process changes.
• Support contract amendments, budget modifications, and reporting structures to ensure compliance and operational alignment.

Data Management, Analysis & Reporting

• Oversee the accuracy, completeness, and integrity of all program data within HMIS and internal systems.
• Produce, review, and coordinate monthly, quarterly, and annual reports for funders and internal leadership.
• Ensure reported data aligns with supporting documentation, contract requirements, and funding claims.
• Coordinate with program staff to standardize data collection tools, reporting instruments, and documentation practices.
• Generate program statistics for proposals, funder reports, dashboards, and customized management reports.

Audit & Quality Assurance

• Prepare and maintain documentation required for audits, monitoring reviews, and funder requests.
• Conduct internal data validation and compliance reviews to ensure accuracy, consistency, and completeness.
• Ensure alignment between HMIS data, internal reports, and financial records to reduce audit risk and prevent disallowed costs.
• Identify, document, and escalate compliance risks, reporting discrepancies, and data quality concerns.

Systems & Process Improvement

• Design and develop advanced Excel-based tracking tools and reporting systems to support program operations, including dynamic dashboards, data validation controls, and performance tracking models such as shelter occupancy and revenue tracking.
• Utilize advanced formulas, pivot tables, data validation, and automation techniques to improve reporting accuracy, efficiency, and decision-making.
• Implement and improve systems, workflows, and internal controls related to data, reporting, and compliance.
• Train and support program staff on data entry standards, reporting expectations, and compliance requirements.

Supervision & Accountability

• Supervise and provide direction to the Contract Data Compliance Specialist.
• Establish expectations for data accuracy, reporting timelines, compliance standards, and quality control.
• Ensure accountability across program staff for timely and accurate data entry, documentation, and reporting.
• Coordinate across program, finance, and leadership teams to ensure alignment and timely resolution of reporting issues.

Additional Responsibilities

• Support financial compliance activities as they relate to contract reporting, data validation, and audit readiness.
• Act as back-up to the Contract Data Compliance Specialist as needed.
• Perform other duties as assigned in support of compliance, reporting, and audit readiness.

Performance Expectations

• Ensure timely and accurate submission of all required reports and deliverables.
• Maintain high data integrity across HMIS and internal reporting systems.
• Ensure consistency between program data, reports, financial documentation, and funding claims.
• Identify and resolve compliance issues proactively to minimize audit and monitoring risk.
• Support successful audits and monitoring reviews without material findings related to data or reporting.

Non-essential Functions

• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing professional networks, benchmarking best practices, and participating in relevant professional development opportunities.

Education, Experience & Competencies

• Bachelor's degree in Accounting, Public Administration, Data Analytics, or related field required; or equivalent experience.
• Minimum three (3) years of professional experience in contract compliance, grants management, data reporting, auditing, accounting, or similar analytical work required.
• Demonstrated knowledge of the full life cycle of government contracts and grants required.
• Experience with government online systems and reporting preferred; experience administering Homeless, Domestic Violence, City of Oakland, Alameda County, HUD, ESG, CoC, or similar contracts strongly preferred.
• Experience with HMIS or similar client data systems preferred.
• Advanced Excel skills required, including formulas, pivot tables, filtering, tracking tools, dashboards, and data validation controls.
• Strong analytical, organizational, communication, and problem-solving skills.
• High attention to detail and ability to manage multiple deadlines in a compliance-driven environment.
• Social service background preferred.

Physical Requirements & Working Conditions

The work environment and physical demands described are representative of those required by the employee to perform the essential functions of this job with or without reasonable accommodation.

• Ability to work at a desk or computer workstation.
• Ability to perform repetitive office tasks.
• Ability to review a wide variety of materials in electronic or hard copy form.
• Sufficient manual dexterity to operate a personal computer, phone, and related equipment.
• Must be able to lift up to 25 pounds.

Notice

This description is to be used as a guide only. It does not constitute a contract, commitment, or promise of any kind. Building Futures reserves the right to change, add, delete, upgrade, or downgrade the position as dictated by business necessity at any time with or without notice.

Building Futures with Women and Children is an Affirmative Action / Equal Opportunity Employer.